Formal vs Casual Ways to Say ‘I am following up’
When you need to check on a previous request, remind someone about a message, or ask for an update, the phrase “I am following up” is common. However, the way you say it changes completely depending on whether you are writing a formal email to a client or speaking casually to a colleague. This guide gives you direct, practical alternatives for both formal and casual situations, so you always sound natural and appropriate.
Quick Answer: Formal vs Casual ‘Follow Up’
In formal settings (emails to managers, clients, or people you don’t know well), use phrases like “I am writing to follow up on” or “I wanted to check in regarding.” In casual settings (talking to teammates or close colleagues), use “Just checking in on” or “Any update on that thing?” The key difference is that formal language is polite, indirect, and uses full sentences, while casual language is short, direct, and friendly.
Understanding the Tone Difference
The phrase “I am following up” is grammatically correct, but it can sound stiff or robotic in everyday conversation. In professional emails, it is acceptable but often feels impersonal. The best choice depends on your relationship with the reader and the context. Below, we break down formal and casual versions for email and conversation.
Formal ‘Follow Up’ for Professional Emails
When you write to a client, a senior manager, or someone you do not know well, you want to be polite and clear without sounding pushy. Here are the best formal alternatives:
- “I am writing to follow up on [topic].” – Direct and professional. Use this when you need a clear, polite reminder.
- “I wanted to check in regarding [project/request].” – Softer and more considerate. Good for sensitive situations.
- “May I kindly ask for an update on [item]?” – Very polite and respectful. Use when you want to be extra courteous.
- “I would appreciate an update on [matter] at your earliest convenience.” – Formal and patient. Best for busy recipients.
Example: “Dear Ms. Chen, I am writing to follow up on the proposal we discussed last Tuesday. Please let me know if you need any further information.”
Casual ‘Follow Up’ for Everyday Conversation and Quick Messages
When you talk to a coworker you know well or send a quick Slack message, you can be much more direct and friendly. These phrases work well:
- “Just checking in on [thing].” – Friendly and light. Perfect for a quick reminder.
- “Any update on [item]?” – Short and clear. Good for instant messages.
- “Hey, following up on [topic].” – Simple and natural. Use in casual emails or chats.
- “What’s the status on [thing]?” – Direct but not rude. Works well with teammates.
Example: “Hey Mark, just checking in on the report. Let me know if you need anything from me.”
Comparison Table: Formal vs Casual
| Situation | Formal Phrase | Casual Phrase |
|---|---|---|
| Email to a client | “I am writing to follow up on the contract.” | “Just checking in on the contract.” |
| Message to a colleague | “I wanted to check in regarding the meeting notes.” | “Any update on the meeting notes?” |
| Request for a deadline | “May I kindly ask for an update on the timeline?” | “What’s the status on the timeline?” |
| Reminder about a task | “I would appreciate an update at your earliest convenience.” | “Hey, following up on that task.” |
Natural Examples in Context
Seeing these phrases in real situations helps you understand when to use each one. Below are examples for email and conversation.
Formal Email Example
Subject: Follow Up on Marketing Proposal
Body: Dear Mr. Tanaka, I am writing to follow up on the marketing proposal I sent on March 10. I would appreciate an update at your earliest convenience. Please let me know if you have any questions. Best regards, Sarah
Casual Conversation Example
Person A: “Hey, any update on the design files?”
Person B: “Not yet, I’ll send them by end of day.”
Person A: “Thanks, just checking in.”
Formal Conversation Example (Phone Call)
Speaker: “Good afternoon, this is David from Finance. I am calling to follow up on the invoice we submitted last week. Could you kindly confirm receipt?”
Casual Email Example
Subject: Quick check on the budget
Body: Hi Lisa, just checking in on the budget numbers. Let me know if you need anything. Thanks, Tom
Common Mistakes When Saying ‘I am following up’
Even advanced learners make small errors that can change the tone or meaning. Here are the most common mistakes and how to fix them.
Mistake 1: Using ‘Follow Up’ Without an Object
Incorrect: “I am following up.” (This sounds incomplete and vague.)
Correct: “I am following up on the invoice.” (Always specify what you are following up on.)
Mistake 2: Being Too Direct in Formal Emails
Incorrect: “Give me an update on the project.” (Sounds demanding.)
Correct: “I would appreciate an update on the project at your convenience.” (Polite and respectful.)
Mistake 3: Using ‘Kindly’ Too Often
Incorrect: “Kindly kindly send the update.” (Repeating “kindly” sounds unnatural.)
Correct: “Could you kindly send the update?” (Use “kindly” once, or use “please” instead.)
Mistake 4: Mixing Formal and Casual in the Same Message
Incorrect: “I am writing to follow up on the report. Just send it when you can, thanks.” (The first part is formal, the second is too casual.)
Correct: Choose one tone. Either “I am writing to follow up on the report. Please send it when you have a moment.” (formal) or “Hey, just checking in on the report. Send it when you can, thanks.” (casual).
Better Alternatives to ‘I am following up’
Sometimes you want to avoid the phrase “follow up” entirely because it can sound repetitive or too direct. Here are better alternatives for different situations.
When You Want to Be Polite and Patient
- “I wanted to circle back on [topic].” – Professional and friendly.
- “I am touching base regarding [item].” – Common in business English.
- “I hope this message finds you well. I am writing regarding [topic].” – Very polite and indirect.
When You Want to Be Direct but Friendly
- “Just a quick reminder about [thing].” – Simple and clear.
- “Checking if you had a chance to look at [item].” – Soft and considerate.
- “Any word on [topic]?” – Very casual and natural.
When You Want to Offer Help
- “Let me know if you need any assistance with [task].” – Shows support, not just a reminder.
- “I am available if you have questions about [project].” – Polite and helpful.
Mini Practice: Choose the Right Phrase
Test your understanding with these four questions. Choose the best option for each situation.
Question 1
You are emailing a client you have never met. You need to ask about a proposal you sent last week. What do you write?
A. “Hey, any update on the proposal?”
B. “I am writing to follow up on the proposal I sent last week. I would appreciate an update at your convenience.”
C. “What’s the status on the proposal?”
Answer: B. This is polite, professional, and appropriate for a new client.
Question 2
You are chatting with a close coworker on Slack about a shared task. What do you say?
A. “I am writing to follow up on the task.”
B. “Just checking in on the task.”
C. “May I kindly ask for an update on the task?”
Answer: B. This is friendly and natural for a casual chat.
Question 3
You need to remind your manager about a document they promised to review. Which is best?
A. “Give me the document now.”
B. “I wanted to check in regarding the document you were reviewing.”
C. “Any update on that thing?”
Answer: B. It is polite and respectful to a manager.
Question 4
You are sending a quick email to a teammate you work with daily. What works best?
A. “I would appreciate an update on the budget at your earliest convenience.”
B. “Hey, following up on the budget. Let me know if you need anything.”
C. “I am writing to follow up on the budget.”
Answer: B. It is friendly and appropriate for a close teammate.
Frequently Asked Questions
1. Is it rude to say “I am following up”?
No, it is not rude, but it can sound impersonal or too direct in some contexts. In formal emails, it is acceptable. In casual conversation, it can feel stiff. Using the alternatives in this guide will help you sound more natural.
2. Can I use “following up” in a text message?
Yes, but it may sound a bit formal for a text. A better option for text or instant message is “Just checking in” or “Any update?” These are shorter and more natural.
3. What is the difference between “follow up” and “check in”?
“Follow up” usually means you are continuing a previous conversation or request. “Check in” is softer and often means you are asking for a status update without pressure. Use “check in” when you want to be polite and friendly.
4. Should I always use “please” when following up?
In formal emails, yes, using “please” or “kindly” is polite. In casual messages, you can skip it if the tone is friendly. For example, “Just checking in on the report” is fine without “please.”
Final Tips for Using ‘Follow Up’ Naturally
To sound like a confident English speaker, match your language to the situation. In formal writing, use full sentences and polite phrases like “I am writing to follow up on” or “I would appreciate an update.” In casual settings, keep it short and friendly with phrases like “Just checking in” or “Any update?” Practice with the examples above, and soon you will choose the right phrase without thinking. For more help with polite everyday phrases, visit our Polite Everyday Phrases section. If you need guidance on professional emails, check our Professional Email Alternatives category. For workplace speaking, see Workplace Speaking Phrases. And for more comparisons like this one, explore Formal and Casual Versions. If you have questions, feel free to contact us.
